Operations Coordinator

5 - 7 years experience  •  Business Services

Salary depends on experience
Posted on 08/16/17
Dunn Loring, VA
5 - 7 years experience
Business Services
Salary depends on experience
Posted on 08/16/17

Job Description

The Operations Cooridinator manages a broad array of administrative, financial, and logistical activities and functions that support the day-to-day operations of the assigned division.  Additionally, the incumbent reports to and advises the division chief on curriculum development and revisions, budget formulation and planning, financial plan execution, and quality assurance of training courses and activities. 

Major Duties:

  • Coordinates and schedules training to host nation security forces (HNSF) that have been approved for participation in the program. The incumbent implements long-range annual and multi-year plans for the scheduling and delivery of training activities, to include course consultation and seminar requirements, taking into account any new developments, revisions, and production updates.
  • Serves as the primary point of contact (POC) for interagency agreements and oversees all task orders and associated deliverables resulting from these agreements.
  • Coordinates and monitors all operational components of training for HNSF to assure the Department and DS meet their goals and strategic objectives. Manages requests from U.S. diplomatic posts for participation in the program.  Reviews and evaluates needs assessments abroad and evaluates results that enhance HNSF capabilities.  Coordinates and monitors quality assurance of courses and their effectiveness and utilization and recommends program improvements.
  • Ensures that contractors comply with the terms and conditions of the contract; identifies and rectifies any issues, as necessary. Assists the COR for ATA contracts to ensure contractors meet the technical requirements specified in the contracts.  Provides advice and guidance in interpreting the terms and conditions of contract deliverables to ensure they are completed in a timely manner.
  • Develops and monitors internal controls to ensure assigned resources are safeguarded, expenditures comply with applicable laws and regulations and do not exceed authorized amounts, and revenues and expenditures pertaining to operations are accounted for in accordance with applicable laws, regulations, and Department policies and procedures. Develops solutions for budget shortages and identifies long-range program needs.
  • Coordinates, manages, and schedules the procurement of instructors, equipment, and training activity facilities at various venues. Coordinates with vendor instructors to ensure compliance on the procurement, delivery, and management of equipment inventories, training support equipment, and loans to host nations and develops strategies to optimize utilization of program resources.  Ensures that vendors comply with instructor requirements and regulations of training activity facilities.
  • Prepares and tracks correspondence, reports, and briefing materials and attends and maintains minutes from program meetings. Maintains course and staffingschedules, budget and financialledgers, equipment inventories/orders, and program files to ensure the successful completion of the Department and DS mission.  Participates in program management reviews by planning and contributing to compliance reviews and inspections of operations, as appropriate.  Prepares reports of inspections for DS and DS/T/ATA management officials.
  • Ensures funding documents associated with the work of the program are properly reviewed and certified for funding availability. Monitors the status of available funds, commitments, obligations, disbursements, accrued expenditures, unpaid obligations, and unexpended obligations.  Performs periodic reconciliations to ensure all obligations are met and unobligated funds are reprogrammed, as appropriate.  Briefs supervisor and managers on the program's financial status, identifies potential funding issues, and recommends course of action for resolution.
  • Formulates financial program plans for the current fiscal year (FY) and two out-yearbudgets and associated spending plans for the execution of program training activities.  Drafts activity description and budget projections for host nations, based on input from program managers/country coordinators for annual budget submission. Updates annual training requirements and associated funding, by country.  (TMD OpsCo) 
  • Maintains and manages Statements of Work (SOW) to ensure they comply with Federal and Department regulations and directives. Reviews task order requests and vendor cost proposals and invoices prepared by the Training Delivery Officers.  Receives vendor quotes and initiates process that results in purchase orders issued by Acquisitions Management (AQM).  Liaises with the Resources, Budget and Support Staff (DS/T/ATA/RBS) Training Delivery Officers to assist with the procurement, delivery, and management of equipment inventory and/or equipment shipments for training and loan to host nations.
  • May coordinate with U.S. diplomatic post personnel in host nations for the loan of substantial U.S. government-owned equipment, taking into consideration cost, purchase, delivery accountability, maintenance, and usage for its intended purpose under the SPEAR Program. May maintain accountability records for tracking all equipment located domestically and abroad for SPEAR Program training.  (SPEAR OpsCo)
  • Assists in ATA coordination with the Department’s Office of the Legal Adviser (L) in the preparation and execution of LOAs, MOIs, and other agreements.
  • Oversees mutual compliance with executed Letters of Agreement (LOA), Memoranda of Intent (MOI), and any other forms of written agreements between host nations and U.S. diplomatic posts.
  • Oversees sustainment efforts to enhance the willingness and capacity of each host nation to sustain and institutionalize program training through the utilization of its own training resources.
  • Identifies program staffing requirements. Coordinates staffing initiatives with the appropriate entities within the office.  Participates in hiring panels for vacant contractor positions by reviewing resumes and observing in interviews.
  • Provides assurance that TMD PM/TDD TDO Coordinates to ensure instructors attend program orientation. Arranges for country clearances and all logistical and administrative support to instructors prior to program training teams’ arrival at training site abroad.  Ensures appropriate documentation is obtained for the instructors, reviews travel arrangements, and requests travel advances.  Manages logistical and administrative support for training, including lodging, transportation, and interpreter services.  Coordinates with the U.S. Embassy Regional Security Officer (RSO) to ensure the training team and course materials have arrived and are in place.  (TMD Program Manager & TDO)
  • Develops and recommends new strategies and resource requirements to meet increasing demands on program activities. Manages evaluationreports on HNSF needs and program performance.  Manages responses to include whether or not new course development should be initiated or a specific program adjustment is needed.  Recommends to DS/T/ATA management officials any additions/modifications/deletions to/from program training courses.
  • Coordinates and distributes After-Action Reports (AAR) to DS/T/ATA personnel, highlighting strengths and deficiencies to be addressed prior to the next course offering; reports course of action to be taken to supervisor.
  • Develops program standard operating procedures (SOP). Coordinates additions and revisions to existing SOPs within the office.
  • As necessary, represent DS, ATA, and the Department of State at national and international law enforcement conferences and seminars, and bilateral and multi-lateral ATA activities.
  • Identify and resolve highly complex, controversial and/or sensitive delivery operations issues across the full range of training and delivery activities;
  • Coordinates the DS/T/ATA Training Schedule, via SharePoint, with the other DS/T/ATA Divisions to ensure specific goals are achieved for the Partner Nations. (TDD OpsCo)
  • Maintains DS/T/ATA historical data in compliance with the Department’s records management program.  Ensures records are available and requests are approved by DS/T/ATA management for dissemination to requesting entity.  Works in conjunction with the Freedom of Information Act (FOIA) to conduct records searches


Professional Qualifications/Skills:

MUST be US citizen and possess or be able to obtain a SECRET clearance; and able to obtain and maintain TS/SCI  access if required

  • Five (5) years’ experience coordinating DS operations with responsibility for activities coordination, delivery planning, making resource projections, and effecting operational implementation and efficiency assurance;
  • Bachelor’s degree or five (5) additional years’ experience in the bullet above;
  • Five (5) years’ experience at or in dealing with US Diplomatic or Consular posts;
  • Technical understanding of strategic, operational and tactical level counterterrorism training;
  • Demonstrated ability to work within the context of political and operational security organizations;
  • Excellent written and oral communications skills;
  • Technical understanding of operational planning and logistical activities within the Department of State framework;
  • Willingness to travel domestically and/or abroad;
  • Working knowledge in Microsoft applications (MS Word, PowerPoint and Excel).


Not the right job?
Join Ladders to find it.
With a free Ladders account, you can find the best jobs for you and be found by over 20,0000 recruiters.